How to Create and Manage eSignature Requests in Karbon

Steps to Create an eSignature Request:

Add an eSignature Task:
- Navigate to the work item and select “Add Task” from the drop-down.
- Choose eSignature Request.
Prepare Documents:
Include documents for recipients to sign, follow these steps:
- Access the eSignature Request: From the expanded view of the eSignature request, select "Prepare Documents for eSignatures".
- Upload Files:
  - Choose files from your computer by selecting them individually.
  - Alternatively, drag and drop multiple files into the upload window.
  - You can include one or multiple documents in the eSignature bundle.
    Supported File Types
    Microsoft Word (DOCX)
- Portable Document Format (PDF)
- Customize the eSignature Package Name
  1. The package name defaults to the work item name but can be customized as needed.
  2. This name will appear in the message sent to recipients, helping them identify and recognize the document package.
Choose Recipients and Their Roles:
When creating an eSignature request in Karbon, follow these steps to choose the appropriate recipients:
1. Choose Recipients:
  1. From the Client List: Select recipients from your Karbon "People" contacts. eSignature requests can only be sent to individuals, not entities or groups.
  2. Primary Email Address: If a recipient has multiple email addresses, the request will be sent to their primary email address listed in Karbon.
  3. No Recipient Limit: There is no fixed limit to the number of recipients you can add to an eSignature request.
2. Assign Roles - After selecting recipients, define their roles:
  1. Signatories: Those required to sign the document.
  2. CC Recipients: Those who will receive a copy of the request but are not required to sign.
Add and Assign Placeholders:
Placeholders help guide recipients on where to provide their information in an eSignature document bundle. Follow these steps to create and assign placeholders effectively:
1. Add Placeholders:
  1. Choose Placeholder Types: Use placeholders for text, signatures, initials, dates, and checkboxes.
  2. Drag and Drop: Select the desired placeholder and drag it into the appropriate location on your document.
  3. Positioning: Ensure placeholders are positioned accurately to match the document’s layout and content.
2. Assign Placeholders:
  1. Automatic Assignment: Karbon auto-assigns placeholders to the recipient selected in the top-right corner.
  2. Manual Assignment: To change the assigned recipient:
    Click on the placeholder.
    Select the name displayed above the placeholder.
    Choose the new recipient from the dropdown list.
1. Batch Assignment: Update the recipient in the top-right corner, and all placeholders will auto-assign to the new recipient.
Send the Request:
Sending eSignature requests ensures your clients can quickly and securely sign important documents.
- Customize the eSignature Request Email
  - When sending an eSignature request, you can specify the sender of the request. Options include:
    Work Assignee
    Client Owner
    Other Colleague
- Edit the Email Message
  - Email Template: By default, eSignature request emails use a baseline template.
  - Customizing the Message: You can customize the email by clicking "Edit Email Message".
    The message can be adjusted to fit your needs.
    You can use placeholders to personalize the message further.
- Limitations
  - The email message can only be edited for the specific task, and there are no reusable templates available at this time.

Managing eSignature Tasks:

Managing eSignature requests in Karbon allows you to track progress, send reminders, and ensure seamless completion of signing tasks.

Re-sending an eSignature Request

If a recipient has not completed signing, you can re-send the eSignature package:

Open the task containing the eSignature request.
Click the three-dot menu in the task view.
Select "Resend Package" from the menu.

eSignature Reminders

Automate reminders for recipients to complete their eSignature requests. You can configure:

Gentle Reminders: Sent 7, 3, and 1 day before the task is due.
Urgent Reminders: Sent daily until the due date or until five reminders are sent.
Custom Reminders: Fully customize the frequency and timing of reminders.

To edit reminders:

Open the Reminder Settings Menu on the package.
Adjust the reminder type and email message as needed.

The Recipient Signing Process

Recipients will receive an email with a link to their unique Karbon Client Portal (if logged in).
Once the link is used on a device, it becomes device-specific unless the request is re-sent.
Recipients assigned to placeholders can click "Sign Documents" to complete the placeholders.
- Required placeholders must be completed for the task to progress.
- Until all placeholders are signed, neither the firm nor recipients can download the document bundle.

Viewing eSignature Request Progress

Monitor progress and activity from the task view:

Notifications: Updates for sent, viewed, or approved packages appear in the activity feed.
Activity Stamps: Track each recipient’s actions, including:
- Sent Package
- Viewed Package
- Approved Package

Once completed, the document bundle becomes available for download.

Task Completion

When all recipients have signed:

The task is marked as completed in the work item.
Download the final document via:
- The Documents Tab in the work item.
- The View Documents button on the task.

Notifications in Triage

Once an eSignature package is completed, you'll receive a Triage Notification.

Timeline Integration

Emails sent with eSignature packages will appear in:

The Work Item Timeline
The Contact Timeline